SC responsibility

  • WG1: Massimiliano Grazzini, Guillelmo Gomez-Ceballos
  • WG2: Jose Santiago, Michael Duehrssen
  • WG3: Nathaniel Craig, Roger Wolf
  • Cross-groups: Fabio Cerutti, Paolo Nason

  • Approving people joining mailing lists: current chair or group convener
    • ownership e-groups: Guillelmo Gomez-Ceballos
    • Administrator e-groups: all lhc-higgs-steering-committee a-group members
  • SVN: Michael
  • EOS space under /eos/project/l/lhchxswg/

SC meetings

SC chairing

  • October 2018: Michael
  • November 2018: Nathaniel
  • December 2018: Massimiliano
  • January 2019: Massimiliano
  • February 2019: Roger
  • March 2019: Fabio
  • April 2019: Jose'
  • May 2019: Michael
  • June 2019: Guillelmo
  • July 2019: Nathaniel
  • August 2019: Massimiliano
  • September 2019: Paolo
  • October 2019: Roger
  • November 2019: Fabio
  • December 2019: Jose'

TODO

Task Responsible Deadline
Send workshop reminder email Fabio+Massimiliano June 2019
Book coffee for workshop Fabio+Massimiliano August/September 2019

October Workshop

Agenda

  • A link to the developing agenda can be found here.

Room booking

Council Chamber booked for October 16 and 18 from 9 to 18.30 and for October 17 from 9 to 13.30

Discussions sessions on October 17 afternoon:

  • Theory conference room (confirmed)
  • 61-1-007 - Room B 14:00 - 18:30. (no video, only ~12 people, confirmed)
  • 61-1-009 - Room C 14:00 - 18:30 (confirmed)
  • 61-1-017 - Room D 14:00 - 18:30 (no video, only ~12 people, confirmed)
  • 42-3-032 (NOT CONFIRMED)
  • 40-S2-B01 - Salle Bohr (NOT CONFIRMED)

Requests of financial support

As of September 16 we have 9 requests for a total of 30 days of per diem (should be 3900 Fr.)

How to change the draft status of an LHC H XS WG note

  1. Go to CDS submission site and select Research and Computing -> Experimental Physics: LHC -> LHC Working Group
  2. Choose note category:
    • LHCHXSWG Official Report (LHCHXSWG-YYYY-NNN),
    • !LHCHXSWG Internal (LHCHXSWG-INT-YYYY-NNN) or,
    • !LHCHXSWG Internal Discussions (LHCHXSWG-DRAFT-INT-YYYY-NNN).
  3. Choose Modify Record
  4. Enter the number of the note to be modified, e.g. LHCHXSWG-2019-003, and the field Extra status, go to Continue
  5. Change the value of Extra status to Approved, go to End

Workshop organisation and CERN support

  • CERN (through LPCC) provides support for our meetings by covering participant expenses and covering expenses for coffee breaks. The total annual budget is 10-15k Fr.

  • When setting up the registration for a meeting, there is an option that the participant can tick to indicate if he/she needs financial support, and how many days. There is also an option that can be chosen if the participant does not have a CERN access card.

  • 3-4 weeks before the workshop the SC member in charge should compile an ordered list of requests for financial support (within the budget).

  • Once the list is approved by the SC it should be sent to Michelangelo Mangano and Michelle Connor for final approval. For the December 2018 workshop all requested were accepted.

  • CERN normally covers per diem (140 Fr/day) but can exceptionally cover travel expenses. When the list of reimbursements is final the SC member in charge should inform them separately, and when they arrive to CERN the participants should go to see Michelle to set up their claim.

  • It may happen that a participant needs an invitation letter. These requests should be forwarded directly to Michelle (in 2018 this was handled by Jeanne Rostant who has now retired)

  • If we want coffee breaks we have to arrange them with Michelle well in advance. If the number of participants is limited and the meeting is the theory conference room the coffee-breaks can be in the Theory common room. This is what was done in the December 2018 meeting. If the meeting is the Council chamber it would be better to arrange coffee to be served there.

  • The procedure to access CERN has changed recently: Michelle grants access to those that indicate in the registration that they don't have a CERN card, then the participant has to fill a form and print his own access tickets

  • Workshop dinner: we normally ask a workshop fee to cover it. We then provide a receipt which is traditionally prepared by the CMS secretariat. For the December 2018 workshop this was handled by Guillelmo.
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Topic revision: r28 - 2019-09-16 - MassimilianoGrazzini
 
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